The objectives of the committee shall be to provide a forum for ensuring that all staff have an opportunity to be informed and consulted as appropriate in a timely manner of all the factors that may affect:
• the business's economic situation
• employment prospects
• decisions likely to lead to substantial changes in work organisation or contractual relations, including redundancies and transfers
• significant strategic, operational or academic developments.
Elected staff representatives will work with management to:
• exchange views and ideas
• discuss problems
• consider developments
• provide an effective communication channel for all staff.
For the avoidance of doubt, the Board of Trustees is the sovereign body for the governance of Regent’s University London and there shall be no implication in these terms of reference that any discussions and decisions of the Joint Consultative Committee (JCC) shall have any powers to determine action or communication. The constitution of the committee must be approved by Board of Trustees and any proposed actions will be submitted to the Board for approval.
Regent’s University London will adopt what is termed an ‘exclusive’ policy for the business of the JCC. This is the most open option. The implications are that any topics of interest are available for discussion with the exclusion of those listed below.
• grievance and disciplinary matters
• matters appertaining to discussions between the Board of Trustees and the Charity Commission
• award of academic title
• HR issues relating to individual members of staff.
The membership of the JCC is a combination of management and elected representatives from key employment groups across the University. The committee should not be too small, which can lead to representatives being excluded from key discussions, nor too large such that discussions may be difficult to control. The constituencies of employee representatives should also be considered to enable the views of all parties to be properly represented. On the management side the Advisory Conciliation and Arbitration Service (ACAS) suggest that there should be a strong representation from senior management to demonstrate the importance accorded to its business.
Accordingly, there will be four representatives of the Directorate on the JCC at Regent’s University London:
1. The Human Resources Director (Chair)
2. The Provost
3. The Chief Operations Officer
4. The Chief Finance Officer
1. The Associate HR Director
2. A Human Resources Officer (to organise the JCC and take minutes)
3. Others by invitation.
The proposed constituencies for electing employee representative to the JCC are:
1. Academic staff – one permanent member of faculty and member of hourly paid staff from each faculty (4 representatives)
2. One member of student-facing staff (Careers, Registry and IS)
3. One member of Faculties and Directorate support
4. One member of professional support and commercial staff (Finance, Human Resources, ExRel)
5. One member of service & manual staff (Maintenance, Gardening, Reception, Security, Campus Services).
For each constituency a vice-representative will also be appointed to provide cover for the absence of the representative at JCC meetings (not to attend the JCC with main representative, as this would involve too many attendees at the committee).
The quorum of the committee shall be eight members, of whom a minimum of two shall be senior management appointees.
The process for appointing or electing officers:
• The Chair will be the Human Resources Director
• A Deputy Chair will be elected by the committee
• Secretarial support will be provided by the HR department.
Procedure for electing employee representatives:
• Constituency lists will be drawn up from which representatives may be elected.
• Each member of staff shall have the right to nominate a member of the constituency group in which they are located.
• Individuals cannot nominate themselves.
• Each candidate must be nominated and seconded by members of the constituency that they are to represent.
• To be entered on the ballot paper an individual must indicate that they are prepared to stand in the election and to serve if elected.
• A period of ten working days will be allowed for nominations following the declaration of elections for the committee.
• The ballot papers will be circulated within five working days of the closure of nominations.
• Ten working days following the publication of the ballot, papers will be provided for their anonymous return.
• The result will be announced within 2 working days of the closure of the ballot.
The above procedure will apply both to the regular election of members and in the case of any by-elections that need to be held due to the occurrence of vacancies.
Period of office
One term of office shall be for three years. No representative will be able to serve for more than two consecutive terms.
What can Representatives expect from Management?
• To provide the JCC with full information
• To trust representatives
• To respect constructive criticism
• To provide representatives with sufficient time to consider matters and meaningfully respond where time allows for this, unless by exception a matter is driven by a timeframe beyond the control of the JCC management
• To provide clarification on all matters
• To clearly define what can be shared with colleagues and what should remain confidential
• That no member of the committee will suffer detriment due to their role as a member of the JCC
What can Management expect from Representatives?
• To abide by confidentiality
• To respect constructive criticism
• To understand the commercial and business context of the University
• To provide the JCC with relevant and important information
• To present the views informed by their constituents and not their own personal views
• Regular attendance and commitment to JCC
All members of the JCC are still expected to abide by all the normal statutory, contractual and ethical obligations that they hold.
Employee representatives who attend all quarterly meetings (excluding Extraordinary JCC meetings) will be granted one day as Time Off in Lieu (TOIL). This will be managed by the JCC Secretary (HR Officer).
• The JCC will meet quarterly.
• There will be a number of standing items on the agenda for each meeting, as follows:
1. Institutional performance against the strategic plan through the use of key performance indicators
2. General staff issues
3. Estates and Facilities matters
4. Finance update
• Four weeks before the scheduled meeting date the Chair will canvass members for specific topics and papers to be added to the agenda. All papers requiring consultation with constituents must be submitted to the Chair and then circulated to the committee 2 weeks before the scheduled date. No late papers will be considered and no papers may be tabled at meetings unless agreed by the Chair.
• Documents will be codified as per the below:
• 1 – Document should be sent to constituents prior to JCC meeting
• 2 – Document should be circulated to constituents after JCC meeting
• 3 – Document should remain confidential and is for information only
Rules on confidentiality
The principle is that all matters discussed at meetings of the committee are in the public domain. Exceptions may be made for certain topics which have commercial or reputational implications, or which may affect specific groups of staff who should be approached about the issues directly. Confidential items will be minuted and recorded separately. Failure to maintain confidentiality about such identified items may be regarded as misconduct.
Recording and reporting arrangements
Minutes will be produced of all meetings and, with the exception of topics agreed as confidential, will be available to all staff through the intranet.
Method of altering constitution
Changes to the constitution can be proposed by any member of the committee and must receive approval by a two thirds majority of those attending a quorate meeting, this majority must represent a minimum of 50% of the membership of the committee. Any changes to the constitution must be approved by the Board of Trustees.
Training for consultative committee members
There is no specific training provided for members of the committee. If development is required it is expected that the need for such training would be identified through the normal appraisal and individual staff development processes established in the University.